Meetings Specialist

JOB TITLE:                   Meetings Specialist
PROGRAM:                  Operations
LOCATION:                  Denver, CO -Hybrid
SALARY:                      $65,386 annually
STATUS:                       Full-time

ABOUT NCSL:
Are you ready to join an organization with an extraordinary mission? The National Conference of State Legislatures offers careers where you can use your skills, knowledge, and experience to truly make a difference. NCSL’s mission is purposeful – strengthening the legislative institution. From informing effective policies and promoting communication among state legislatures, to ensuring states have a strong, cohesive voice in the federal system, our team works in service of legislatures. And, with a commitment to constantly innovating all resources and services to meet the evolving needs of members, NCSL has earned the reputation as the nation’s most trusted bipartisan membership organization for legislators and legislative staff. Our success serving NCSL members relies on our team of passionate, dedicated professionals who work diligently to strengthen the legislative institution. Join our team and contribute to this unique, essential mission. NCSL has a flexible remote work policy.  Building and maintaining our organizational culture is critical and we do so by bringing staff together, in person, for four consecutive days each month.  The remote work policy provides the freedom to work from anywhere with the requirement that staff travel on their own fare to the NCSL office once a month for team meetings and professional development. 

ABOUT THE ROLE:
The Meeting Specialist plays a vital role in planning and executing high-quality meetings that bring together policymakers, legislative staff, and experts from across the country. This position manages multiple meetings simultaneously, overseeing logistics, budgets, and vendor relationships with a focus on exceptional service and detail.
The ideal candidate is a highly organized, solutions-oriented professional who thrives under pressure, enjoys problem-solving, and has strong interpersonal and customer service skills.

WHAT YOU’LL DO:

• Lead housing management for the organization’s large annual NCSL Summit meeting (citywide convention) in partnership with a third-party vendor, including sub-blocks, VIP/staff housing, rebates, audits, and reporting.
• Support onsite logistics and operations for the NCSL Summit.
• Participate in 1–2 site visits annually for NCSL Summit planning.
• Facilitate 12-16 meetings annually for NCSL’s policy and invitational events
• Serve as lead planner for assigned meetings, managing all stages of the planning cycle—site selection, contracts, meeting room setups, F&B, AV, and logistics.
• Collaborate closely with policy staff on program needs and attendee experience.
• Provide onsite management when required (*not all meetings require travel).
• Prepare and monitor budgets, analyze invoices, resolve billing issues, and track cost savings.
• Source and negotiate with service providers (transportation, catering, offsite venues) through RFPs.
• Ensure compliance with deadlines, contracts, and meeting standards.
• Monitor industry trends and share best practices with the meetings team.
• Respond to member inquiries with professionalism and timely follow-up.
• Provide backup support for online learning programs.
• Perform other duties as assigned

SHARE YOUR KNOWLEDGE:
Supervisor/Management Responsibilities:
There are no supervisory responsibilities for this position.

THE WORK ENVIRONMENT: This full-time position is mostly performed in an office environment, on or off-site, with prolonged periods of sitting at a desk and working on a computer. NCSL provides a unique hybrid remote work policy with the requirement that staff travel on their own fare to the NCSL office once a month for team meetings and professional development. Employees routinely use standard office equipment such as laptops, printers, scanners, copy machines, and smartphones. Occasional travel by airplane, including overnights and weekends, is required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

QUALIFICATIONS FOR SUCCESS:
Minimum Qualifications:

• A bachelor’s degree plus at least three years of relevant work experience.
• Experience in state government, legislative institutions, or a membership-based organization is a plus.
• Proficiency in computer-based clerical duties, including Microsoft Office and other software programs; ability to learn new procedures and applications.
• Expertise in communicating clearly and professionally in writing and orally to diverse stakeholders and dealing discreetly with sensitive information.
• Experience working both independently and collaboratively as circumstances dictate.
• Proficiency with simultaneously managing multiple tasks and deadlines.
• Competency working under deadline pressure and adapting to changes in workloads.
• Superior customer service and organizational skills with strong attention to detail.
• Creative thinking and problem-solving skills.
• Skill and competence in handling administrative and logistical details (such as budgeting, contracting, vendor negotiations etc) for meetings and conferences of all sizes
• Experience with an association management system (Salesforce a plus).
• Ability to coordinate and execute the efforts of a team.
• Familiarity with NCSLs or related non-profit organizations' goals and practices.
• Skill and competence to work well under pressure. Troubleshoots prior, during, and after meetings.
• Strong ability to relate to and successfully service constituents.
• Sound judgment in communicating information in a neutral, non-partisan manner.
• Strong ability to relate to and provide excellent customer service internally and externally.
• Ability to handle multiple tasks concurrently and work independently.
• Capacity and willingness to take on multiple and differing responsibilities.
• A basic understanding and appreciation of representative democracy.
• Ability to travel domestically up to10 times per year on average.

YOUR BENEFITS AT A GLANCE: 
NCSL has a flexible remote work policy.  Building and maintaining our organizational culture is critical and we do so by bringing staff together, in person, for four days each month.  The remote work policy provides the freedom to work from anywhere with the requirement that staff travel on their own fare to the NCSL office once a month for team meetings and professional development.  We are committed to offering a full range of other benefits for you and your eligible family members, including domestic partners.

Your total compensation goes beyond the number on your paycheck. Our outstanding benefits include low-cost health, dental and vision coverage, a 401(a)-retirement plan with 10% contribution after 6 months and full vesting, life & disability insurance, 3-weeks paid vacation with 5+ years of paid full-time work experience, generous time off plans and paid family leave, floating holidays, identity theft protection, employee assistance programs, pet insurance, paid time off to volunteer, and more! Relocation assistance provided for out-of-state candidates.

HOW TO JOIN OUR TEAM:
If you are a purpose-driven, dedicated professional looking to give as much as you get – submit your resume and cover letter by 11:59 PM MT, September 19, 2025 for best consideration. Learn more about working with NCSL by visiting our careers page: https://www.ncsl.org/research/about-state-legislatures/ncsl-careers.aspx. We are looking forward to receiving your application!

NCSL is proud to be an equal opportunity employer and is committed to developing a diverse, dynamic team and inclusive workplace. NCSL does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability, or any other status protected by law or regulation.